Administrative Specialist II

About the role

The purpose of this classification is to provide specialized administrative support for department or division. Distinguishing Characteristics While the essential functions are similar to those of an Administrative Specialist III, Administrative Specialists II are typically more limited in scope. They are broadly responsible for all administrative support functions in a division of a department.

Responsibilities

• Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information;
• Interacts with various officials and dignitaries involving sensitive client relations;
• Congveys information among division/department personnel;
• Circulates documentation to appropriate departments.

• Distributes documentation between department/staff members and internal/external individuals/agencies;
• Operates fax machine to send/receive documentation;
• Distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel;
• Sorts, organizes, opens, and/or distributes incoming mail;
• Signs for incoming packages and delivers to appropriate personnel;
• Processes outgoing mail;
• Copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

• Types, composes, edits, or proofreads various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.

• Provides administrative/secretarial support for management and/or staff of assigned department/division:
• Relieves management staff of routine administrative tasks;
• Screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response;
• Records and transcribes dictation;
• Types, composes, edits, or proofreads various documentation;
• Maintains calendars and schedules meetings, appointments, interviews, or other activities;
• Coordicates travel arrangements, accommodations, conference registrations, or related plans for department staff.

• Processes purchasing documentation:
• Reviews purchase requisitions and verifies availability of budgeted funds;
• Prepares purchase orders and forwards data to appropriate departments;
• Obtains competitive price quotes;
• Orders materials under blanket purchase orders.

• Reviews invoices, purchase orders, or other documents for accuracy;
• Researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment;
• Maintains files and records.

• Performs customer service functions in person, by telephone, and by mail:
• Provides information/assistance regarding department/division services, procedures, fees, or other issues;
• Responds to routine questions or complaints;
• Researches problems/complaints and initiates problem resolution;
• Receives payments for various fees, fines, or services:
• Records transactions, posts payments, and issues receipts;
• Balances cash drawers;
• Prepares revenues for deposit and forwards as appropriate.

• Maintains calendar/schedule of activities for the assigned manager and department/division;
• Schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities;
• Updates calendar on a regular basis and notifies parties involved of changes.

• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.

• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures;
• Receives, reviews, records, types, and/or distributes documentation;
• Enters data into computer systems;
• Logs, tracks, or maintains records regarding department activities;
• Compiles data for further processing or for use in preparation of department reports;
• Films, maintains, and stores hardcopy records.

• Performs data entry functions by keying data into computer system;
• Enters, retrieves, reviews or modifies data in computer database;
• Scans documents into computer;
• Verifies accuracy of entered data and makes corrections;
• Indexes documents;
• Develops databases and computerized reports.

• Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes;
• Distributes application forms and provides information;
• Accepts fees/deposits and processes completed applications;
• Issues permits as appropriate;
• Administers work order program and opens/closes work order requests.

• Maintains file system of various files/records for the assigned area;
• Prepares files, organizes documentation, and files documents in designated order;
• Retsreates/replaces files;
• Scans records into computer;
• Shreds/destroys confidential or obsolete documents;
• Conducts records maintenance activities in compliance with guidelines governing record retention.

Qualifications

• High School diploma or GED required: supplemented by two years of clerical, administrative support, secretarial, customer service (in a professional setting), record management experience and/or training.

Skills

• Knowledge of departmental operations and procedures;
• Ability to operate a variety of office equipment including a computer, copier, fax machine, and phone;
• Excellent communication skills, both verbal and written;
• Ability to handle multiple tasks simultaneously;
• Ability to maintain confidentiality;
• Ability to work independently and as part of a team;
• Ability to prioritize and manage time effectively;
• Ability to follow instructions and complete tasks accurately and efficiently.

Benefits

Details about benefits will be provided upon hire.

Pay

Details about pay will be provided upon hire.

Schedule

Details about schedule will be provided upon hire.